Archiving of expense receipts with probative value in Stafiz

Stafiz saves you time by eliminating the need to store expense receipts and invoices, thanks to the probative value of expenses. The digitization of expense reports is complete and saves precious time for your employees and your administrative teams.

 

 

What is probative value expense archiving?

Archiving with probative value corresponds to all the technological and organisational measures put in place in order to record, store and faithfully reproduce any document or data of legal value.

A document with probative value is a document whose legitimacy and inalterability can be proven. Probative value gives the same value to a paper document as a digital document.

What is the objective of archiving with probative value?

The aim is to provide digital compliance to the supporting documents for expenses in order to avoid any internal or external fraud and to provide a sufficient guarantee of validity to the control bodies (internal audit, URSSAF control, etc.) on the digitally recorded supporting documents.

What are the benefits of probative value achiving?

  • Once the expenses have been recorded, employees no longer need to keep the paper invoice
  • No need to create reconciliations between tickets and expense reports! Digitalization is total.
  • No more control is needed between the paper receipt and the fees entered into Stafiz

  • No need to store expense receipts over several years
  • You no longer have the mental load of the part to find in the event of an URSSAF inspection, everything is necessarily stored
  • Searches are simplified in the event of verification or control

  • Stafiz works with CertEurope as a third-party parking meter, approved by the URSSAF
  • Each proof of expenses is protected from any dispute of its content thanks to the timestamp token systematically added to the document
  • The storage of documents is guaranteed and complies with the legal rules in force
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What is the legal framework that authorises it?

To dematerialize the management of expense reports, it is necessary to follow the following principles:

Legal framework: Article A102 B-2 of the Book of Tax Procedures which governs the digitisation of professional expenses.

  • Identical reproduction of the original: the copy must conform to the original in image and content.
  • Nothing should be altered, altered or modified.
  • If the file is compressed to reduce its size, there should be no loss of information.

All documents must be scanned and stored in PDF format or in a PDF A/3 format (ISO 19005-3) in order to guarantee the interoperability of the systems and the sustainability of the data.

A security, compliance or time-stamping system corresponding to at least the one-star level general safety reference system (RGS) must be put in place, making it possible to record the dates of the various operations carried out.

Managing your expenses in Stafiz becomes child's play:

  • Take a picture of your receipt from the Stafiz app
  • The amount, date and VAT are automatically indicated thanks to OCR which recognizes the photographed data
  • Select the project to which it should be assigned. If the fee is rebillable, you can indicate this (this mention will be validated by the approver(s)
  • You can throw away your receipt!
  • The fee follows the various validation steps that are planned by your company
  • You are notified as the validation steps are carried out until the status changes to paid!
Expense management in Stafiz
OCR technology to recognize amounts

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